> For the complete documentation index, see [llms.txt](https://support.iafcertsearch.org/certification-bodies/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://support.iafcertsearch.org/certification-bodies/~/changes/xqWjCezFfogpuxVbD8iP/data-management/data-import/certification-templates/manage-data-in-excel.md).

# Manage Data in Excel

We have added useful guides to help you manage your data in an Excel file.

> [Manage Certified Entity and its Certification Data ](#manage-certifed-entity-and-its-certification-data)
>
> [Update Certified Entity and its Certification Data ](#updating-certification-data-from-excel-file)

### Manage Certifed Entity and its Certification Data 

{% hint style="info" %}
**What's New?**

* Certificate template version 2.0 now has a separate sheet tab to manage the Certified Entity data. 
  * Download template [here](/certification-bodies/~/changes/xqWjCezFfogpuxVbD8iP/data-management/data-import/certification-templates.md)
* Certification can have multiple sites
* Sites can be added at an Entity level. 
  {% endhint %}

Below are the fields in the certification version 2.0 Excel template. 

{% tabs %}
{% tab title="Certified Entity" %}
Here you can manage all Certified Entity-related data:

<table><thead><tr><th width="262">Field Name</th><th width="187">Optional / Required</th><th>Description</th></tr></thead><tbody><tr><td>Certified Entity Unique ID</td><td><mark style="color:red;">Required</mark></td><td>Unique identifier for a specific Certified Entity. Used as a reference or a tracking number to look up Certified Entity records in the IAF CertSearch database.</td></tr><tr><td>Certified Entity Name</td><td><mark style="color:red;">Required</mark></td><td>Name of the Certified Entity, individual, product, or service that has been granted certification.</td></tr><tr><td>Certified Entity Trading Name</td><td>Optional</td><td>A trade name, trading name, or business name is a pseudonym frequently used by companies to operate under a name different from their registered, legal name. In a number of countries, the phrase "trading as" (abbreviated to t/a) is used to designate a trade name.</td></tr><tr><td>Certified Entity English Name</td><td>Optional</td><td>English name of the Certified Entity, individual, product, or service that has been granted certification.</td></tr><tr><td>Confidential Certified Entity</td><td>Optional</td><td>Indicator of whether the certified entity's information is confidential. </td></tr><tr><td>Business Registered Street</td><td>Optional</td><td>Business registered address of the certified entity.</td></tr><tr><td>Business Registered City</td><td>Optional</td><td>City of the business registered address of the certified entity.</td></tr><tr><td>Business Registered State</td><td>Optional</td><td>State of the business registered address of the certified entity.</td></tr><tr><td>Business Registered Zipcode/Postcode</td><td>Optional</td><td>Zipcode/Postcode of the business registered address of the certified entity.</td></tr><tr><td>Business Registered Country/Economy</td><td><mark style="color:red;">Required</mark></td><td>Country/Economy of the main address of the certified entity.</td></tr><tr><td>Business Registered Full Address</td><td>Optional</td><td>Complete business registered address of the certified entity in a single field.</td></tr><tr><td>Certified Entity Website</td><td>Optional</td><td>Website of the certified entity. Must be http:// or https://</td></tr><tr><td>TAX ID</td><td>Optional</td><td>Tax ID of the Entity</td></tr><tr><td>VAT</td><td>Optional</td><td>VAT number of the Entity</td></tr><tr><td>Company ID Number</td><td>Optional</td><td>Company ID Number of the Entity</td></tr><tr><td>Business Registration Number</td><td>Optional</td><td>Business Registration Number of the Entity</td></tr><tr><td>DUNS Number</td><td>Optional</td><td>DUNS Number of the Entity</td></tr></tbody></table>

{% endtab %}

{% tab title="Certification" %}
Here you can manage all Certification data:

<table><thead><tr><th width="269">Field Names</th><th width="173">Optional / Required</th><th>Description </th></tr></thead><tbody><tr><td>Certification Identity Number</td><td><mark style="color:red;">Required</mark></td><td>Unique identifier for a specific certificate. Format of certificate numbers may vary depending on the type of certificate and the Certified Entity issuing it.</td></tr><tr><td>Certificate Number</td><td><mark style="color:red;">Required</mark></td><td>Unique identifier for a specific certificate. Format of certificate numbers may vary depending on the type of certificate and the Certified Entity issuing it.</td></tr><tr><td>Certification Status</td><td><mark style="color:red;">Required</mark></td><td>Current standing of the Certified Entity's certification. Certificate status dataset: <strong>active, inactive, hidden, cancelled, withdrawn, cbwithdrawn, suspended, pending, deleted, or expired</strong></td></tr><tr><td>Certification Type</td><td><mark style="color:red;">Required</mark></td><td>Refers to the main scope of the certificate</td></tr><tr><td>Certification Scope</td><td><mark style="color:red;">Required</mark></td><td>Specific description of the products, services, processes, or activities for which the Certified Entity has been granted certification.</td></tr><tr><td>Flexible Scope</td><td>Optional</td><td>Additional scope to a specific standard beyond the main scope.</td></tr><tr><td>Certification Original Issue Date</td><td>Optional</td><td>Date on which the certificate was first issued or granted to the Certified Entities.</td></tr><tr><td>Certification Issue Date</td><td><mark style="color:red;">Required</mark></td><td>Date on which the certificate was officially issued or granted</td></tr><tr><td>Certification Expiry Date</td><td><mark style="color:red;">Required</mark></td><td>Date on which the validity of the certificate will come to an end.</td></tr><tr><td>Certified Entity Unique ID</td><td><mark style="color:red;">Required</mark></td><td>Unique identifier for a specific Certified Entity. Used as a reference or a tracking number to look up Certified Entity records in the IAF CertSearch database</td></tr><tr><td>Main Site Street</td><td>Optional</td><td>Main address of the certified entity.</td></tr><tr><td>Main Site City</td><td>Optional</td><td>City of the main address of the certified entity.</td></tr><tr><td>Main Site State</td><td>Optional</td><td>State of the main address of the certified entity.</td></tr><tr><td>Main Site Zipcode/Postcode</td><td>Optional</td><td>Zipcode/Postcode of the main address of the certified entity.</td></tr><tr><td>Main Site Country/Economy</td><td><mark style="color:red;">Required</mark></td><td>Country/Economy of the main address of the certified entity.</td></tr><tr><td>Main Site Full Address</td><td>Optional</td><td>Complete main address of the certified entity in a single field, used as an alternative to entering separate Main Site Street, City, State, and Zipcode/Postcode fields.</td></tr><tr><td>Accreditation Body Name</td><td><mark style="color:red;">Required</mark></td><td>Name of the Accreditation Body</td></tr><tr><td>Accreditation Body Acronym</td><td><mark style="color:red;">Required</mark></td><td>Acronym of the Accreditation Body</td></tr></tbody></table>

{% endtab %}

{% tab title="Certification Standard & Scheme" %}
Here you can manage the Certification Standard and Scheme data:

<table><thead><tr><th width="271">Field Name</th><th width="179">Optional / Required</th><th>Description</th></tr></thead><tbody><tr><td>Certification Identity Number</td><td><mark style="color:red;">Required</mark></td><td>Unique identifier for a specific certificate. Format of certificate numbers may vary depending on the type of certificate and the Certified Entity issuing it.</td></tr><tr><td>Scheme Name</td><td><mark style="color:red;">Required</mark></td><td>Specific certification program or framework to which the certificate relates.</td></tr><tr><td>Standard Name</td><td><mark style="color:red;">Required</mark></td><td>Specific set of criteria, requirements, or guidelines that the certified entity has been assessed against and found to be in compliance with.</td></tr></tbody></table>
{% endtab %}

{% tab title="Certification Sites" %}
Here you can manage the Certification sites:&#x20;

<table><thead><tr><th width="269">Field Names</th><th width="173">Optional / Required</th><th>Description </th></tr></thead><tbody><tr><td>Certification Identity Number</td><td><mark style="color:red;">Required</mark></td><td>Unique identifier for a specific certificate. Format of certificate numbers may vary depending on the type of certificate and the Certified Entity issuing it.</td></tr><tr><td>Certified Entity Unique ID</td><td><mark style="color:red;">Required</mark></td><td>Unique identifier for a specific Certified Entity. Used as a reference or a tracking number to look up Certified Entity records in the IAF CertSearch database.</td></tr><tr><td>Site Street</td><td>Optional</td><td>Main address of the certified entity.</td></tr><tr><td>City</td><td>Optional</td><td>City of the main address of the certified entity.</td></tr><tr><td>State</td><td>Optional</td><td>State of the main address of the certified entity.</td></tr><tr><td>Site Zipcode/Postcode</td><td>Optional</td><td>Zipcode/Postcode of the main address of the certified entity.</td></tr><tr><td>Site Country/Economy</td><td><mark style="color:red;">Required</mark></td><td>Country/Economy of the main address of the certified entity.</td></tr><tr><td>Site Full Address</td><td>Optional</td><td>Complete main address of the certified entity in a single field, used as an alternative to entering separate Main Site Street, City, State, and Zipcode/Postcode fields.</td></tr><tr><td>Site Type</td><td><mark style="color:red;">Required</mark></td><td>Identifier for the site, indicating whether it is the "Main Site" or an "Additional Site."</td></tr></tbody></table>
{% endtab %}
{% endtabs %}

#### Import Certified Entity and its Certification data&#x20;

{% hint style="warning" %}
**NOTE:** Importing Certified Entity and Certification data via Excel is recommended for bulk data import. If you want to update a single record or records no more than 10 certificates, we recommend using the [Manual Data Entry.](/certification-bodies/~/changes/xqWjCezFfogpuxVbD8iP/data-management/certified-entities/add-certified-entity.md)\
\
**Prerequisites:**&#x20;

* Clean and format data according to the IAF CertSearch data structure. [Learn more](/certification-bodies/~/changes/xqWjCezFfogpuxVbD8iP/field-name-glossary/certification-fields-glossary.md).
  {% endhint %}

{% hint style="info" %}
**Tips:** Ensure that the identifiers such as the **Certified Entity Unique ID** and **Certification Identity Number** match across the sheets. &#x20;
{% endhint %}

1. In the Certification Excel spreadsheet, please enter the data into their corresponding [Certified Entity and  Certification fields.](/certification-bodies/~/changes/xqWjCezFfogpuxVbD8iP/field-name-glossary/certification-fields-glossary.md)
2. Once completed, go to the IAF CertSearch Data Import page
3. Choose how you would like to import your data
   * **File Upload** -[ Learn how to import data through File Upload](/certification-bodies/~/changes/xqWjCezFfogpuxVbD8iP/data-management/data-import/data-import-methods/file-upload.md)
   * **FTP -** [Learn how to import data through FTP](/certification-bodies/~/changes/xqWjCezFfogpuxVbD8iP/data-management/data-import/data-import-methods/ftp.md)
4. Once selected, click the **Continue** button (the system will initiate file and data processing)
5. The certificate will be successfully added to the Certified Entity record if all the files and data are valid.&#x20;

{% hint style="info" %}
**Note:** If errors are encountered during the import process, go to [Error Handling.](/certification-bodies/~/changes/xqWjCezFfogpuxVbD8iP/error-handling/error-handling.md)
{% endhint %}

-> To view the added certifications go to the **Certification** listing page

-> To view the added Certified Entity go to the **Certified Entity** listing page

***

#### Updating Certified Entity data only

If you wish to update the information of the Certified Entity, please make sure that you are using the same record identifier saved in the IAF CertSearch database.

<details>

<summary>How to view the Certified Entity Unique ID saved in IAF CertSearch</summary>

1. Go to the Certified Entity detail page from your dashboard
2. Scroll down to the Systems Information card
3. Here you can see the UNIQUE ID saved in the database<br>

   <figure><img src="https://3317077539-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FxKFpI6wDGVdq63PqCqs7%2Fuploads%2FEce4j3PtEFMPhcuG5QTr%2Funique-id.png?alt=media&amp;token=9e71f335-71b4-45fd-86f1-92a9fae548aa" alt=""><figcaption></figcaption></figure>

</details>

To update Certified Entity information only:

1. In the excel sheet, go the Certified Entity tab
2. Apply the changes on the record you want to update
3. Once done, save your changes&#x20;
4. go to the IAF CertSearch Data Import page
5. Choose how you would like to import your data
   * **File Upload** -[ Learn how to import data through File Upload](/certification-bodies/~/changes/xqWjCezFfogpuxVbD8iP/data-management/data-import/data-import-methods/file-upload.md)
   * **FTP -**[ Learn how to import data through FTP](/certification-bodies/~/changes/xqWjCezFfogpuxVbD8iP/data-management/data-import/data-import-methods/ftp.md)
6. Once selected, click the **Continue** button *(which initiates the data validation process)*
7. If all the fields and data are valid, the certificate will be successfully added to the existing Certified Entity record.

***

#### Updating Certification data only

If you wish to update the information on the Certificate, please make sure that you are using the same record identifier saved in the IAF CertSearch database.&#x20;

<details>

<summary>How to view the Certification Identity Number assigned to the certificate</summary>

At the moment displaying the Certification Identity Number within the dashboard is not yet available. In the meantime, you can retrieve the Certification Identity Number you assigned to the certificate record by going through the file either from your local storage or within the Import activities.

1. Go to Import page
2. Click the Activities tab
3. Here you can download all the files that you have uploaded&#x20;

</details>

To update Certificate information only:

1. To update any certification data-related changes go to the following tabs:
   * **Certification,** *when you want to update the certification status, issue details, certification scope or main site addresses, and the accreditation body.*&#x20;
   * **Certification Standard & Scheme,** *when you want to update the Standard and Scheme of the certification.*
   * **Certification Sites,** *when you want to udpate the Additional sites of the certification.*
2. Apply the changes on the record you want to update
3. Once done, save your changes&#x20;
4. go to the IAF CertSearch Data Import page
5. Choose how you would like to import your data
   * **File Upload** -[ Learn how to import data through File Upload](/certification-bodies/~/changes/xqWjCezFfogpuxVbD8iP/data-management/data-import/data-import-methods/file-upload.md)
   * **FTP -**[ Learn how to import data through FTP](/certification-bodies/~/changes/xqWjCezFfogpuxVbD8iP/data-management/data-import/data-import-methods/ftp.md)
6. Once selected, click the **Continue** button *(which initiates the data validation process)*
7. If all the fields and data are valid, the certificate will be successfully added to the existing Certified Entity record.

***

#### Updating Certified Entity and its Certification data

{% hint style="info" %}
**TIPS:** We recommend updating the same file you used to upload your data, that way you minimize import interruptions or errors.
{% endhint %}

**To update both Certified Entity and its Certification**

1. To update an existing record please make sure that the following record identifiers match from the file to the existing record uploaded in IAF CertSearch:

* **Certified Entity Unique ID,** *when updating any Certified Entity related data*
* **Certification Identity Number,** *when updating any certification related data*

2. Apply the changes to the records you want to update.&#x20;
3. Once updated, go to the IAF CertSearch Data Import page
4. Choose how you would like to import your data
   * **File Upload** -[ Learn how to import data through File Upload](/certification-bodies/~/changes/xqWjCezFfogpuxVbD8iP/data-management/data-import/data-import-methods/file-upload.md)
   * **FTP -**[ Learn how to import data through FTP](/certification-bodies/~/changes/xqWjCezFfogpuxVbD8iP/data-management/data-import/data-import-methods/ftp.md)
5. Once selected, click the **Continue** button *(which initiates the data validation process)*
6. If all the fields and data are valid, the certificate will be successfully added to the existing Certified Entity record.

{% hint style="info" %}
**Note:** If errors are encountered during the import process, go to [Error Handling](/certification-bodies/~/changes/xqWjCezFfogpuxVbD8iP/error-handling/error-handling.md).
{% endhint %}